Field Trip Policy [effective 8/21/2025]

This policy outlines the guidelines and requirements for all student-related travel to ensure that all travel activities are conducted safely, responsibly, and in alignment with institutional policies and academic objectives.

This policy applies to all student travel sanctioned by RISD for both graduate and undergraduate students.

This policy does not apply to independent student travel, such as ISP (independent study), CSP (collaborative study), internships, or any international travel.

It does not apply to local travel or any independent student travel not organized by RISD.

• Field Trip: an off-campus tour or learning activity, organized by a faculty member in which students participate to enhance their knowledge and skills for academic purposes, as part of a course, whether voluntary or required.
• Sanctioned: any trip that has been approved by, paid for by, or coordinated by RISD staff or faculty. This includes travel experiences that are part of a course, or where credit is being given (not including student independent travel).
• Trip Leader: The RISD employee who is responsible for traveling with the students.
• Mandatory Reporter: All RISD employees (including student employees), other than those deemed Confidential Employees, are Mandatory Reporters and are required to promptly report all known details of actual or suspected discrimination, discriminatory harassment, and/or retaliation to Equity & Compliance. RISD employees or student employees must comply with Mandatory Reporting requirements when incidents of actual or suspected discrimination, discriminatory harassment, and/or retaliation occur on a field trip.
• Independent Travel: ISP, CSP, internships, or any travel where the student has coordinated all details, and that is not required by RISD as part of a course.

Field trips are categorized into four tiers based on the duration and distance of travel. Each tier has specific requirements to ensure the safety, well-being, and proper planning for students and faculty involved in the trip:

• Tier One: Day field trips within 100 miles of campus
• Tier Two: Overnight field trips (fewer than three nights)
• Tier Three: Overnight field trips (three or more nights) within the Continental U.S.
• Tier Four: Domestic field trips (outside the Continental U.S., including areas such as Hawaii, Puerto Rico, and other U.S. territories)

Each tier builds upon the previous one, with additional requirements for more complex or longer trips.

Exemption for Short-Term Local Travel

This policy does not apply to field trips that involve travel on foot or via RIPTA bus. However, faculty are required to notify their department head, in writing, whenever they plan to teach outside the classroom, even for these local excursions.

Tier One – Day Trips Within 100 Miles of Campus

1. Approvals: All academic field trip requests must be reviewed and approved by the department head prior to the start of the term and shared with the academic specialist.
2. Field Trip Notification: All academic field trips must be listed in the course syllabus at the start of the term.
3. Scheduling of Field Trips: Field trips must be scheduled during the regular class meeting time. If a field trip is planned outside of scheduled class time, such as on a weekend or evening, the following conditions must be met:
   1. The field trip is voluntary for students; or
   2. The course syllabus specifically states that the course includes a weekend or evening field trip; and
   3. Departmental approval has been secured prior to scheduling the field trip.
4. Supervision: A RISD employee must accompany students when traveling via RISD-organized transportation (e.g., vans or chartered buses). If students travel independently using commercial carriers (e.g., Amtrak, airlines), the trip is considered officially underway upon their arrival at the designated location. Employees can be staff, faculty, or graduate TAs, but no undergrad student may act as the supervisor of a trip. All trip leaders are mandatory reporters on and off campus. For more information on mandatory reporting, see the E&C policy linked below.
5. Communication and Contact Information: Faculty members must maintain current contact information for all students participating in the field trip. Additionally, faculty must provide students with a means of contact during the trip.
6. Contracts for Facilities or Services: The Office of Procurement must review and approve any contracts for services or facilities required for the field trip in accordance with the Procurement Policy (listed under Related Policies).

Student Waiver Requirements and Responsibilities for Field Trips

1. Adherence to Code of Student Conduct: Students must comply with the college’s Code of Student Conduct and all applicable laws during the field trip.
2. Personal Risk and Responsibility: Students who choose to travel separately from the group or extend their stay beyond the scheduled field trip time assume full personal risk and responsibility. These students must sign a waiver acknowledging this responsibility.

Transportation Requirements

1. Approved Methods: Chartered buses, Amtrak trains, college-owned vehicles, and public transportation
2. Use of Personal Vehicles: Personal vehicles, whether belonging to students or employees, are not permitted for transporting students.
3. Restrictions: 15-passenger vans and ride-share services (e.g., Lyft, Uber) are prohibited. Mini-buses may be used (which include the 14- and 24-passenger buses).
4. Driver Requirements: All drivers must meet the college's approved driver criteria, which includes a Motor Vehicle Record (MVR) check and completion of a defensive driving course. Information regarding the process to become an approved driver can be obtained from the Office of Public Safety (pubsafe@risd.edu).

Tier Two – Overnight Field Trips (Less Than Three Nights)

In addition to Tier One requirements:

1. Approvals: All academic field trips must be approved by the division dean in addition to the department head and shared with the specialist.
2. Transportation: In addition to approved methods of ground transportation, commercial flights are permitted. A RISD employee is not required to accompany the students for flights; the trip is officially underway upon student arrival.
3. Accommodations: Accommodations for overnight field trips must be licensed hotels or licensed bed and breakfasts. Homestays, home shares, and hostels are not permitted.

Student Responsibilities for Overnight Field Trips

1. Waiver Requirement: All students participating in an overnight field trip must complete and submit a field trip waiver form prior to the trip.
2. Absence Policy: Students are responsible for clearing absences with other instructors and abiding by the absence policies for their courses when a conflict arises.

Tier Three – Overnight Field Trips (Three or More Nights, Continental U.S.)

Includes all Tier One and Tier Two requirements, plus:

1. Medical and Emergency Contact Information: Faculty must collect a completed medical form and emergency contact information from each student participating in the trip. This information must be kept on hand for the duration of the field trip.

Tier Four – Trips Outside the Continental U.S. (Including Hawaii, Alaska, and other US territories) Note: International trips outside of RISD Global are not permitted at this time.

Includes all previous requirements, plus:

1. Accompanying Employees: A minimum of two employees, who may be faculty, staff, or teaching assistants (TAs), must accompany the field trip. These individuals must be employees of the college and may not be receiving credit for the course, and no undergraduate students may act in this capacity.
2. Pre-Departure Training:
   1. Trip leaders must attend a pre-departure training session organized by the Office of Risk Management.
   2. All students must participate in a pre-departure training session coordinated by the Office of Risk Management.
      • Note: The trip leader must contact the Risk Manager to schedule both of these training sessions.
   3. Trip Leader Agreement: All trip leaders understand that they are mandatory reporters and must sign an agreement prior to the trip, acknowledging their responsibilities and the guidelines for overnight field trips.
   4. Extended Travel Waiver: All students must sign and submit an extended travel waiver before participating in the field trip, which can be obtained from the Office of Risk Management by the Trip Leader.

Step 1: Obtain Departmental Approval

• Faculty must obtain written approval for travel through their department prior to planning the trip
• For Tier 2+ trips, the department head must seek approval for the trip from the division dean, providing justification, syllabus, and trip budget to the dean for review and approval, with as much advance notice as possible.
• All other trip leaders must obtain approval from their respective department/supervisor

Step 2: Determine which travel tier applies, review all requirements, and identify potential risks. For assistance in assessing risks, contact the Office of Risk Management. On a case by case basis the college will determine if an additional waiver is required.

Step 3: Schedule the trip

Step 4: Ensure all requirements for planning have been met:

• Transportation requirements
• Accommodation requirements
• Ensure that contracts have been reviewed and approved

Step 5: Prior to travel, ensure that all student requirements have been met:

• Collect forms when required (waivers and medical forms)
• Trip Leaders should review all medical forms prior to travel and have details available to them while traveling. Once reviewed, send all completed forms to the Office of General Counsel at risdlegal@risd.edu
• Conduct training, pre-departure meeting when necessary

Step 6: Prior to travel, ensure that your department office and RISD Legal (waivers) have all the required information.

• Procurement Policy
• Business Travel Transportation Policy
• Business Travel Lodging Policy
• Catering and Entertainment Policy
• Business Expenses Policy
• Fleet Safety Policy
• Code of Student Conduct
• Nondiscrimination Policy & Procedures
• Exempt and Nonexempt Pay Policy

This policy was created on: 8/6/2025

This policy was last reviewed/modified on: 8/6/2025

Next scheduled review: 8/6/2027

Issuing Office

Office of Risk Management

Responsible Officer

Provost

Senior Vice President, Fiance & Administration

Individuals/offices required for review and changes

Risk Management

Academic Affairs